Overview of ChurchSuite's event sign-up process
This overview applies to event sign-ups using
- Embed - the public-facing, web-embedded church calendar, featured event embed,
- My ChurchSuite - the member-facing platform, which includes a "My Events" section,
- Connect - the Sunday-facing Event List application within Connect, or
- the Event page URL, which you might distribute as part of your promotional email communications for events.
We've made it really easy for people to sign-up to events in your church's calendar. If you're planning to enable sign-up for an event, you may find it useful to walk through how the process works from the user's experience. The experience is the same on both desktop and handheld devices; in a web browser and one of our "apps".
How does it work?
When a person is viewing an event page (having accessed it via one of the methods listed above), the page displays all the important event information they need to know.
The "Tickets" button floats at the bottom of the screen alerting the user that tickets are available. If tickets are not available (either because the event has passed, the sign up period is not open, or the event if full), a message is displayed on the event page and the "Tickets" button is not visible.
Clicking the "Tickets" button scrolls the screen down to the event sign-up form. The content of your event form will depend on the ticket(s) you have created and any event questions you may have specified. Here's an example.
For those signing up through My ChurchSuite, their contact details will be automatically 'populated' into the contact detail boxes; otherwise contact details need to be entered. Fields marked with a red star are "required" fields. ChurchSuite requires at least a first name, last name and email address. Some of your event questions may also have been set as "required". Having entered all the required details, the user now has the option to either "Proceed" with their sign-up, or to "Add ticket" (e.g. to add further sign-ups to their booking).
Clicking "Proceed", the screen then displays the sign-up progress indicator at the top of the page. For "Pay" events there is a message stating that payment is required in order to complete the sign-up...
...and for "Free" events the "Pay" step is replaced simply with a "Confirm" step.
Confirming a "Free" event sign-up involves simply clicking "Confirm".
For "Pay" events, the user clicks "Pay by card".
Card payments for your events are handled through Stripe as part of the Stripe integration with ChurchSuite that you will have previously set up. Stripe provides your sign-ups with a secure payment gateway and handles all the authentication and payment authorisation processes. Importantly, no monies are handled through ChurchSuite; they are paid direct from the sign-up's card merchant into your church's bank account (net of the transaction fee).
Once the payment has been successfully processed, the progress indicator bar displays to show the sign-up was completed successfully. The page can now be safely closed.
In addition, each sign-up and any event overseer will receive a sign-up confirmation email (the 'confirmation' must be configured for each event as part of setting up the events tickets - see screenshot below showing the confirmation email "set up" in ChurchSuite).
In addition to the sign-up confirmation message you create, the actual confirmation will also include full details of any payment made, the ticket they selected and a summary of the sign-up's details, including their responses to your event questions.
Successful sign-ups show immediately against your event in ChurchSuite in the Calendar module. Scroll down the event's page to the Sign-Ups section.
You can filter long lists of sign-ups by ticket type, by payment status (on visible if there are 'pay' tickets on your event), by whether sign-ups are in your Address Book, Children module or not in ChurchSuite, and even filter based on event question responses (for all questions except 'Paragraph' response types, and except where the number of response choices are disproportionate to the number of sign-ups. In this scenario, use "Download sign-up list" or "View all signups" to see that level of response detail).
Using the buttons at the top of the Sign-Ups tab you can also easily communicate with your sign-ups - including options to selectively filter which sign-ups you want to communicate with. And you can download a sign-ups list to a CSV format file - the file includes all the sign-ups' name and contact details, tickets, payments and question responses; or click "View all signups" to get a quick snapshot of your signups on your screen.
Selecting "Add" gives you a variety of 'add' options - perhaps to add a key date or tag to all the sign-ups, or to add all the sign-ups to a Flow. You can also "Add sign-up" to manually record a sign-up to your event for any ticket type. This may be helpful where someone calls the office asking to sign-up for your event. Manual sign-ups for pay tickets will show as 'unpaid' until a 'paid' amount is manually recorded against the sign-up.
The "Add sign-up" window opens (shown below) and you can then enter the sign-up's details - whether the person is in your ChurchSuite Address Book (and search for them), or not in ChurchSuite (and enter their contact details). Select an appropriate sign-up method, date and select the appropriate ticket (if there are multiple ticket types) and details of any payments manually received (for 'pay' ticket types the sign-up will show as unpaid until a payment is manually added - this can be added later). Finally, select whether to send an email confirmation to the sign-up and/or a notification to the event overseers. If there are questions for your event, you'll be able to enter the question responses too.
Back on the list of sign-ups for your event, clicking the cogwheel options next to any sign-up provides options to view or edit the sign-up, resend an event sign-up confirmation email, process a full or partial card payment refund (only visible if the ticket was paid online by card), or remove the signup.
Importantly, all your event management can be performed in one place.
Whenever changes are made to a sign-up, a change log is maintained detailing the date, user and details of the changes made. Click "View sign-up" to see the change log. In this example below, the sign-up date/time is in the top right corner, and the subsequent change log at the bottom of the page. Change logs are recorded for changes to ticket types, sign-up question responses, and payment details, making it really easy to keep track of the changes.